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Overview

Electronic Document Management

The production and storage of files are a reality in the life of any organization, which needs to adopt techniques to organize all information, facilitate data retrieval, and manage the storage and disposal of materials.

Electronic Document Management  is an evolution of this work, adapting all routines to the digital realm. This work begins with the digitization of documents generated and stored by the company and is carried out using a web-based system that unifies access to the repository.

With a team of experts focused on records management and a web-based system focused on document management, Ikhon has the necessary skills to implement electronic document management with agility, security, and compliance with the technical standards required for information management and user data security.

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BENEFITS

Key benefits of using an Electronic Document Management software

The use of software to centralize access to generated and stored documents improves data management. Here's why:

  • Online Platform

    Using a web-based system allows access to the entire repository of documents at any time and from anywhere with an internet connection.

  • Standardization of Processes

    An online platform designed for document management presents rules and processes that standardize how a task is performed in the organization, ensuring that the workflow occurs in a unique and known way to everyone.

  • Automated Workflows

    The transition from physical to digital work involves process mapping, which analyzes how each activity is performed and creates automations to streamline work without neglecting any verification and approval requirements.

  • OCR and Barcode Reading

    OCR technology scans files and keeps text content available for system reading. The barcode reading feature is useful for extracting and recognizing payment amounts.

  • Information Security

    Access control to user data is much more effective in electronic document management. For example, it is possible to limit access to certain information and track which users have viewed specific documents.

  • Protection against

    Accidents and Disasters The storage of physical files is susceptible to accidents or natural disasters that can result in the loss of all historical information. This problem becomes much less likely with the digitization of these files and their cloud hosting.

  • Increased Transparency and Compliance

    An EDM platform digitizes document processes following archiving quality standards and information security, making it easier to verify information in the event of audits.

  • Strategic and Efficient Work

    The use of an online system provides system administrators with a new range of data that can be used as a basis for adopting practices that improve task execution and facilitate team work.

  • Integration with Other Technologies

    It is possible to integrate an EDM platform with other systems, such as a digital signature service or integration with other databases. With this capability, work is done more easily and quickly.

ADVANTAGES

What are Ikhon’s killers features on its Electronic Document Management system?

  • Modern and flexible platform for Electronic Document Management

    Modern and flexible platform for Electronic Document Management

    Proton is our specialist system for archival document management. It was developed to comply with current legislation and adapts to the needs of each institution, facilitating control of the entire document flow.

  • Technical reference

    Technical reference

    We have been working in the document management sector for over 20 years, with an archival team specialized in producing archival instruments for public and private bodies in different sectors.

  • Personalized consultancy

    Personalized consultancy

    Our team carries out immersion work with the client, understanding both their legal personality and the negotiations that exist in the location, adapting the production of instruments so that they adapt to the reality of the location and are, in fact, used.

  • Use of international methodologies

    Use of international methodologies

    In addition to acting in accordance with Conarq and regulatory agency standards, we also adopt classification standards created by international standards, such as ISO 15489 and ISO 30300.

  • Process Mapping

    Process Mapping

    We use the BPMN methodology to analyze all the steps involved in a task and digitize it efficiently.

  • Service Portal

    Service Portal

    Creation of a web portal to unify the search for information and consultation of documents. This with access to analysis panels presenting data on the use of the environment.

FAQ

Questions and answers about the Electronic Document Management service

  • What is Electronic Document Management?

    We call Electronic Document Management (EDM) the process of digitizing document management and automating tasks related to the use of files, to increase operational efficiency, reinforce security and reduce costs, among other advantages.

  • What are the advantages of Electronic Document Management

    Digitizing archival management provides many benefits for the organization. Some examples:

    • Access documents quickly;
    • Control over storage, process flow and document sharing;
    • Economy and optimization of tasks;
    • Transparency and legal compliance in processes.

  • How is Electronic Document Management carried out?

    The implementation of Electronic Document Management involves process consultancy and the adaptation of these routines to a web platform, which coordinates all document management when the work is completed.

    During the initial stage, all processes will be mapped to understand how they are done and automate repetitive processes, adapting them to the digital world in an efficient and safe way (aspects such as deadlines, approval flow, document checking, etc.).

    With the processes included, the continuity of document management work occurs through the GED platform. Which must have at least the following functions.

    • Document scanning: conversion to OCR files, which allow the reading of content captured in images and the ability to read barcodes for financial validations;
    • Document management: features for searching, editing, creating and deleting documents;
    • Process creation: implementation and adjustments of new and old workflows;
    • Security and Monitoring: access history and permission to view information.
    • Integrations: allow access to databases or services such as digital signatures, to ensure that the platform meets all documentation routines.

  • Why hire Ikhon to provide electronic document management services?

    Implementing a GED system involves understanding how the company deals with document management and adapting physical work to digital work, adapting to laws and also the particularities of each organization.

    In addition to having an archival team and highly customizable software, we work to integrate document management processes into the company’s routine, so that it becomes easier for employees to not only adapt to using the tool, but also understand the importance of document management . Thus bringing more lasting results.

Questions?

Our specialized team is ready to answer all your questions about our Electronic Document Management service and help you understand how this contract can bring tangible benefits to your organization.

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